UWA Esports Committee Meeting Minutes 2025-02-02
Attending: Jasmine, Adam, James, Anthony, Jimmy, Julian, Elijah, Alex, Geoff
Apologies: Mikey
Absent: Kimi
Chair: Alex / Anthony
Minute Taker: Jasmine
Location: Online
Meeting Scheduled: 3:00pm
Meeting Opened: 3:12pm
Previous Action items:
Alex:
Attend Unigames meeting on Tuesday to pitch Megagame Collab idea - not done
Alex, Jasmine & Jimmy:
Create social responsibilities door manual update - ongoing
Organise who is writing what for the Door Manual Update - ongoing
Anthony:
Publish documentation on how to manage fleet and add computers to the domain - not done
Full fleet maintance & upgrades after exams (To be done: join new computer to domain, join new server to domain, clear out storage on all PCs, check on system health) - done
join new PC to domain and config - done by Mikey 
Email Redbull about continuing the sponsorship - not done
Jasmine:
Follow up maintance about ceiling lights - done
book O-Day Stall - done
Geoff:
make a budget for the Gap in Clubroom around start of semester - not done
Geoff, Jasmine, Kimi & Mikey:
Discuss website update in a thread discussion - not done
Jasmine & Kimi:
Make current committee members post/poster - ongoing
James & Jimmy:
Learn how the clubroom PC system works from Anthony - not done
James:
find and post a classic xbox controller for circular approval - done
Mikey:
Chat to Jarcus about website and bot integration - not done
Update NVIDIA drivers on all PCs - ongoing (only done on new PC)
Install Windows 11 on new PC - done
Everyone:
Respond to Kimi about the Meet Committee Post ASAP - ongoing?
Motions Passed via Circular:
Circular Motion: Approve purchase of 1 classic Xbox Controller, $75.65 |
Moved by: James |
Seconded by: Geoff |
Outcome: Passed |
Cirular Motion: Approve Purchase of new aircon, $711 Appliances Online Link |
Moved by: Alex |
Seconded by: Jasmine |
Outcome: Passed, Unanimously |
Circular Motion: Buy 40 cans of Kirks Lemonade for Uncharity / Future use, $34.80 = (4 * 8.70) |
Moved by: Alex |
Seconded by: Jasmine |
Outcome: Passed |
Circular Motion: Buy 24 pack of Coke can for Uncharity / Future Use, $24.75 |
Moved by: Jasmine |
Seconded by: James |
Outcome: Passed |
Individual Reports
President (Alex)
- Returned to Australia
- Attended busy bee
- Moved some things around
- Tidied up drawers / locker
- Researched, purchased and (helped) set up new AC
- Went to Guild Finance with Jasmine to pay O-Day and Test & Tag invoices as well as transfer some additional funds into our bank account
- Chatted to Perth Smash guys and booked venue for 15th of Feb
- Attended the entirety of UnCharity Vigil
Vice-President (Anthony)
- Did a storage cleanup on all PCs
- Finalized Scaramouche network configurations
- Set up PCs for uncharity
- died from flying
Secretary (Jasmine)
- Booked O-day Stall
- Went to busy bee
- Went to Guild Finance with Alex to pay O-Day and Test & Tag invoices as well as transfer some additional funds into our bank account
- Went to UnCharity Vigil
- Went to woolsworth and got Coke & Kirk’s Lemonade
- Made graphic for final UnCharity Vigil Post
- Editted 2025 membership signup to include golden ticket, and added a who is helping you sign up section
Treasurer (Geoff)
- attended uncharity vigil
- participated in adhoc smash tournament
OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)
Adam
- Attended Busy Bee
- Organised UnCharity with James (Events, advertising, polling, etc)
- Attended Uncharity Vigil
Elijah
- Attended Busy Bee
- Attended Uncharity Vigil
- Helped run Smash tournament at Uncharity
Jimmy
- Returned to Australia
- Attended UnCharity Vigil
- Participated in the Smash Tournament and Taskmaster
- Hosted the Clash Royale tournament
James
- Organised UnCharity with Adam (Events, advertising, polling, etc)
- Attended UnCharity.
Julian
Mikey
- Attended Busy Bee
- Set up new pc with W11 and on joined to subdomain
- Setup MC Lucky Block server for UnCharity
- New Nvidia drivers on new pc, yet to update on other PCs
- cried fixing up club VM (thank you Gary!)
Club Finances Report
- Netsuite Account: $3874.71
- Westpac Account: $19.69 (yikers)
- Moved $900 from netsuite to westpac (still being processed)
- Cash Account: ~$850
- Cash accounts are eating well after uncharity vigil
Outstanding Reimbursements
- Jasmine for Coke & Kirk’s drinks
- Alex for various prizes from Korea
- Alex needs to send receipts
Events
Inhouses / Games Nights
Previous
Tuesday 21st of January, 7pm
- Game: Among Us (modded)
- Cooridinator(s): Mikey & James
- Turnout: ~10 people
- Notes:
- Good turnout with people sticking around for ~3 hours.
Upcoming
Wednesday, 5th February, 7pm
- Game: League of Legends (ARF)
- Coordinator(s): Anthony
- Write an announcement for this too
Anthony: Write & post League of Legends announcement
Thursday, 6th of February, 7pm
- Game: Marvel Rivals
- Coordinator(s): James & Julian
- Write an announcement for this
James: Write & post Marvel Rivals announcement
Future Plans/Ideas
League of Legends, for below gold/plat elo
Tentative Time: Holidays/Early Sem 1
- no updates
- Organise after we figure out how many of our freshers play league after O-day
Gary’s Mod Night w/ UCC
Tentative Time: Semester 1 2025
Major Tournaments
Joint / Own Team for QUT
Teams: Div 1, Div 2, possible Div 3, possible Pathfinder
- also dependant on how many of our freshers play league
Unisports Team
ECU Tournaments
Tentative Time: end of 2025
Australia Intervarsity Valorant Tournament
Tentative Time: Late March
- Every week at Monday 6pm AEST (4pm AWST)
- We can postpone action on this for now for the moment
Playaid Social Showdown
- Has an international presence
- Includes Overwatch, CS2, Valorant, and League of Legends
- We’d likely be most interested in Valorant or League of Legends
- League, Valorant & Overwatch signup closes: 17-20th Feb
- This can be used as a early trial for our teams
- We have a decently stable league roster this time
- only changing support and mid laner
- We can try to reuse players from old sem for Overwatch
- We can ask for Valorant players but won’t have too much faith in this as it is before semester
- However, we do need to get a team together at start of Semester anyway so might as well try
- Winter knows a lot of people who are good at Valorant at UWA so maybe we can ask him to try find some people who’d be keen
Anthony: Ask Winter for people for a possible Valorant Team for PlayAid
Anthony: Organise League team for PlayAid
Anthony, Julian & James: Organise Overwatch team for PlayAid
Other Events
Quiz Night Sem 1 2025
Tentative Time: Week 4 Sem 1 2025
Advertising Deadline: O-Day
- Editors have not been meeting, but they will soon hopefully
- More questions have been indeed been written
- We need to think of Prizes that aren’t league of legends merch
- We will likely get dominos Pizza’s again
- We want to be able to advertise by O-Day
- Flyer/poster needed by O-Day
Alex: organise editors to meet (soon)
Jasmine: message Kimi to make Quiz Night poster, if she is busy do it instead
Sem 1 Fresher Welcome
- We usually have this in the week following O-Day
- Previously has been the first Thursday
- which is the 27th this year
- Arguably this is a little late for Freshers
- They may have forgetting about us by this time
- We want to ensure we don’t overlap with similar clubs (Cam Hall clubs & UWAnime)
- Ensure we comminucate when we book in a time so there is no overlap
- We can either do Ezone Social or the clubroom and Loft
- Ezone Social is larger
- 70 people turned up last time
- Maybe have a group walk to clubroom afterwards if we do host it in Ezone Social
- We’d like to encourage fresh faces in our clubroom so at least a walk to the clubroom is a good idea
- Consensus is Clubroom/Loft is just a little too small for our needs so as long as we have the walk over to clubroom with posters/flyers of our clubroom
- The icebreaker we’ve done previously is similar to a bingo card where you find people with different interests
- This has been very fun in the past
- (we match make?)
- Additionally, we can try to lock in a clear inhouse/in person events schedule for the first 2 weeks, especially since we have a clubroom now
- For example:
- Come play CS, or a mini Smash Tournament in the clubroom
- Could do a Smash KO board for fun in the clubroom as well on a whiteboard
- We can try to think of little fun engaging events that are very broad in these weeks
Collaborations
Cameron Hall Minecraft Server - SMP
- no updates, it is still running
- Alex says we may want to shut it down to keep the novelty to drive interest for future minecraft events
Smash Perth Collaboration Tournament 2
Tentative Time: Early February 9am - 5pm
Tentative Location: Ezone 210/211
- This is on!

- We have now booked the 15th of Feb awaiting confirmation
- Could be moved to 16th of Feb
- Is now being moved to the 16th of Feb after a message from Smash Perth
- Resource booker is open (yippee)
- EMP needs to be submitted
- Will be run in the industry hub, could be a little small of a venue
- We’d likely need 2 rooms that combine to accomodate numbers
Elijah: make EMP for Smash Perth event
UnCharity Vigil
- This ran (yippee)
- It went well! Wasn’t a tremendous turnout but we also had a few Cam Hall people come over too for some of our events
Reflection of events
- LANs
- Ran with some tech issues (scraggy cs2 had issues)
- Had some miscommunication (unsure how to run)
- Taskmaster,
- It’s not a video game, and has a very low bar to entry which helps
- Ran well but needs more preparation in future
- UWASCA was keen to do a collab for this in future for UWASCA themed tasks
- Clash Royale/Committee Tournament
- Not alot of turn out/engagement, wouldn’t recommend running again
- Pokemon Escape Room
- not alot of demand wouldn’t recommend running again
- Smash Tournament:
- solid 12 man bracket with good energy,
- not alotta profit though.
- note there was another tourney in uniSFA occuring at the same time that took potential players
- (next time work around other club’s schedules better)
- Minecraft Lucky Block
- had interest but planned for a bad time where players weren’t around
- Mario Kart Double Dash
- not held due to lack of players
- but James wants to hold this at a better timeslot eventually
- also netplay fix might be account only
- Mario Kart Time Trials
- wasn’t advertise well but there was interest (though it only became available after 8)
UnCharity Monies
- $63.5 new money in our cash box + $180 + $43 = $286.5
- Profit = 286.5 - $60 (prizes) - $20 (breakfast) = $206.5
Overall Reflection
- We should definately have Taskmaster, Smash Tourney & Mario Kart Time Trials in future events too
- We should try to monetorise even more for future UnCharity and Charity events
- For example charging more for Smash Tourney would be an easy change
- We should participate in the auction next year
- Some people said they would bid up to $50 on the star guardian mousepad we had
- Adam says we planned to do too much in the space we had,
- Past 2am no one wants to do sweaty tournaments as everyone kind of either leaves or settles down
- This ran very well overall for our first time running this event
- Good job everyone (especially Adam & James!)

Among Us IRL 2025 w/ URC
Tentative Time: Semester 1 2025
- This is going to be difficult to run unless someone takes this as their pet project
- There hasn’t been much initiative from either committee with this currently
UWAnime x UWA Esports Smash Tournament Collab
Tentative Time: Semester 1 Week 7 on Thursday
- This is going ahead, no updates
- Adam will reach out when Sem starts, aiming for better attendance especially now that we have partnership with Smash Perth
Unigames x UWA Esports Megagame Collab
Tentative Time: Semester 1 holidays
- no updates, Alex to talk to them soon
Clubroom Items
Machine Reports
- Scraggy is having issues,
- we think we maybe solved it, maybe was a page file RAM allocation, but someone logged in later and had the same issue so we should monitor this
- Scaramouche has also had some crashing issues,
- path of exile 2 crash, CS2 crash, it’s quite rare and we think updating the graphics drivers worked to fix this
- The curved monitor is now on Minthara instead of Teemo (Teemo now has a flat monitor)
- The reason is there is not enough room for a curved monitor on the longer desk
- Minthara is now fully working with windows and is on our system
Other Items
Ceiling Lights
- lights have been changed to LED/LED adjacent
- No flickering, yippeeeeeeeeeee
Glass Panel
- This has been an issue for quite a while
- Some people came to measure the glass panel and they said there was very low risk of it shattering
- We will monitor this for now, but should be fine
Gap in Clubroom
Current Idea: 3 pieces of mdf braketed together
Door Discord Bot
Deadline: Start of Sem 1
- no updates
- We want this working before the start of Sem!
Clubroom Furniture Rearrangement
- Do we want to rearrange some furniture, the table on the left that rarely gets used but does give us extra options for puting a laptop and using
- We could maybe extend the table with the redbull fridge to go right to the wall to get rid of the current dead space in the corner
- This could allow us to have an additional PC
- This isn’t high priority, this will likely be a bit of a job but maybe a long term goal that may require DIY work for this desk
- In the short term we could move the Xbox to the main TV or geoff can take it back
Bigger TV Bench
- The current TV Bench is a little small as it was purchased when we had the smaller clubroom
- It is currently underutulised space
- Julian may have a TV Bench in storage, he will check when back
Julian: check for possible TV bench in storage
Closed Section
General Business
Anthony begins chairing
Guild Affairs
- Golden Ticket is a new initiative for 2025 Freshers to get 1 ticket for ‘free’ club membership by giving us their golden ticket
- We can advertise the golden tickets so to encourage people to sign up
- Some grants have had some changes
- SPG has changed to so that they don’t need to happen on Crawley Campus and there have scrapped the categories
Door Manual Update: Social Responsibilities
Tentative Release: Early 2025
- Jimmy, Jasmine & Alex to organise a meeting in the following week
Alex returns to chair
Door Group
- The current ByLaws says it will get nuked on the first week of academic, we’d like to change this to expiring 2 weeks before Guild O-Day
Motion: Change by-law point 3 change door group expiring to 2 weeks before Guild O-Day |
Moved by: Alex |
Outcome: Passed but Null |
- Adam reminds us that we cannot move a motion to change any by-laws without at least 3 day notice, which the committee as a whole did not recieve
- We shall consider the previous motioned changed next meeting
- We also think we could maybe change this so that if the entire committee agrees then change can be motioned without 3 day notice
Member Group
- This resets on 3 days before semester starts
- We have a few 2025 members
- Alex says it could be worth having a dual system to ensure we can continue having memberships online
- Jasmine thinks this will make things too complicated for the possible benefit it will have
- For now we have decided to keep things simple with just the google form and see how it goes
- We just need to ensure all door members are trained with how to sign up members
Adam leaves 4:44pm
O-Day Stall
Date: Friday 21st February 2025
- We are going to do a smash/switch games set up
- Anthony says we could also have a PC set up
- Possibly with something like minecraft speedrun with a leaderboard
- PCs are a lot of what our club does so having one there could be a good idea
- Even if we just have a committee member playing something for people to watch
- We can use the banner we currently have for advertising
- Membership stickers for 2025
- We could maybe change the colours with the logo being black and white
- We should order them soon after next meeting
- Flyers & Fresher Guides are good
- We could have them seperate (how to get to the clubroom, schedule of events) or in one booklet
- We could have the fresher guide on the website with QR code on a sheet or poster
- We could have a single flyer with QR code to website with some key info
Alex, Jasmine & Kimi: work on fresher flyers and website page
Kimi: look into alternative logo colours for the 2025 membership stickers
- no updates, this needs to happen ASAP
Meet the Committee Post/Poster
Tentative Release: Morning of Oday
Update of Our Website
- now includes adding the fresher guide as mentioned before
- still consider adding other details too
IRL Sem 1 Planning Session
Confirmed Date: Sunday 16th of February 2025, 10am - ~12pm
Next Meeting Date
- We are moving to Thursdays, 3pm start works for now
- Still online
In-person meetings
- We are going to try Thursdays in person when semester starts
- CAS comes out on the 5th, send out a when to meet then
- We can have hybrid, as long as chair and majority of people are there in person
Meeting Closed : 5:05pm
Action Items
Alex:
Attend Unigames meeting on Tuesday to pitch Megagame Collab idea
organise editors to meet (soon)
Alex, Jasmine & Jimmy:
Create social responsibilities door manual update
Organise who is writing what for the Door Manual Update
Alex, Jasmine & Kimi:
work on fresher flyers and website page
Anthony:
Publish documentation on how to manage fleet and add computers to the domain
Email Redbull about continuing the sponsorship
Write & post League of Legends announcement
Ask Winter for people for a possible Valorant Team for PlayAid
Organise League team for PlayAid
Anthony, Julian & James:
Organise Overwatch team for PlayAid
Jasmine:
message Kimi to make Quiz Night poster, if she is busy do it instead
Geoff:
make a budget for the Gap in Clubroom around start of semester
Geoff, Jasmine, Kimi & Mikey:
Discuss website update in a thread discussion
Jasmine & Kimi:
Make current committee members post/poster
Elijah:
make EMP for Smash Perth event
James & Jimmy:
Learn how the clubroom PC system works from Anthony
James:
Write & post Marvel Rivals announcement
Julian:
check for possible TV bench in storage
Kimi:
look into alternative logo colours for the 2025 membership stickers
Mikey:
Chat to Jarcus about website and bot integration
Update NVIDIA drivers on all PCs other than Minthara
Everyone:
Respond to Kimi about the Meet Committee Post ASAP
